ABOUT ACOTRO

The Association of Canadian Occupational Therapy Regulatory Organizations (ACOTRO) is the national organization of occupational therapy regulators in Canada. ACOTRO’s goal is to promote consistency and excellence in regulating occupational therapy across Canada.
As part of its mandate, ACOTRO oversees and administers the Substantial Equivalency Assessment System (“SEAS”) program. The SEAS program provides a single, centralized process for the assessment of educational qualifications and competencies of internationally educated occupational therapists (“IEOTs”). SEAS determines whether the education and competencies of IEOTs are substantially equivalent to Canadian-educated occupational therapists. SEAS is a high-stakes credentialing program, and those IEOTs determined to be substantially equivalent can apply for licensure to practice occupational therapy in Canada.
This is a full-time contract role.

ABOUT THIS AMAZING OPPORTUNITY

ACOTRO is seeking an Administrative Assistant with excellent communication, organizational, and time management skills to provide support to the SEAS Manager and SEAS Coordinator. Under the direction of the SEAS Manager, the Administrative Assistant provides case coordination support to the SEAS program within established processes, policies and procedures. This position requires dedication to the efficient, accurate, and appropriate completion of tasks and works independently in a fast-paced environment.

YOUR RESPONSIBILITIES

Case Coordination:
· Monitor and respond to all inquiries including actioning or redirecting inbound mail, emails, and phone calls.
· Complete registration process with new applicants.
· Process payments for all applicant fees.
· Send, receive, and review all documentation for SEAS applications, ensuring key details are accurate and complete, and documents are stored in line with relevant policies.
· Facilitate communication between applicants, key parties and partners, and SEAS team and contractors.
· Compile and maintain SEAS office and applicant files – electronic and hard copy, while following procedures to ensure privacy and confidentiality of applicant information; ensure files are complete and up to date.
· Monitor applicants’ progression through SEAS program to ensure objectives and standards are met.
· Schedule and coordinate applicant assessments; sourcing venues when appropriate.
· Prepare documentation and files for applicants, assessors, and Committee Members.
· Maintain assessment calendar and databases.
Supporting SEAS Manager and SEAS Coordinator:
· Provide support to the SEAS Manager and SEAS Coordinator, and communicate priorities with respect to meeting requests, urgent matters, competing deadlines, correspondence, and report preparation.
· Plan, organize, and coordinate office activities to ensure efficiency and compliance to standards and policies.
· Assemble, copy, collate, and disseminate a variety of documents and materials.
· Assist with planning and coordinating events and activities such as workshops.
· Support and assist in developing standardized work procedures, policy documentation, and ensure accuracy of information.
· Prepare, or review correspondence, reports, memos, and presentation materials for the SEAS Manager and SEAS Coordinator.
· Respond to inquiries from applicants, the public, colleagues, and consultants/suppliers, applying knowledge of policies, procedures, and standards.
· Collect, verify, and input data into spreadsheets and databases; prepare reports with analysis of data.
· Update and maintain SEAS information and content on ACOTRO website.
· Monitor and evaluate priority of email, correspondence and incoming materials, and voicemail; determine their disposition and follows up with the appropriate parties for action items and make recommendations, as appropriate.
· Maintain SEAS project team calendar, email and other correspondence as needed.
· Contribute to the ongoing evaluation and improvement of SEAS business, operational and program practices.
· Implement procedures to ensure privacy and confidentiality of applicants, SEAS, and ACOTRO information.
· Collect, verify, and input data into spreadsheets and databases; prepare reports with analysis of data.
· Update and maintain information and content on SEAS website.
· Participate in and/or coordinate projects for ACOTRO and SEAS as required.
Board and Committee Support:
· Schedule and coordinate meetings, including room bookings; coordinate meetings via webinar, in person, and/or teleconference.
· Prepare and distribute agendas and meeting materials/documents.
· Prepare and distribute meeting minutes.
· Create action lists from meetings for the SEAS team, Board / oversight Members, Committee Members.
· Conduct routine communication with Board/Committee Members.
Assessment Logistics Planning:
· Schedule and coordinate applicant assessments.
· Prepare documentation and files for applicants and assessors.
· Maintain assessment calendar and database.
· Source and secure assessment venues and maintain relationships with venues.
· Provide assessment results to applicants, and guides applicants on next steps.
Financial Management:
· Support Bookkeeper and SEAS Manager with basic financial/accounting matters.
· Support annual ACOTRO financial audit.
· Maintain and manage inventory of office supplies and equipment (e.g.–laptops).

WHAT YOU BRING TO THE ROLE

· Minimum two (2) year College Diploma in Office Administration, Business, or related field.
· Three (3) years relevant work experience preferably in an association and in health regulation.
· Experience with office management and administration.
· Experience with customer service, corporate communications, scheduling, and event planning.
· Excellent oral, written, and interpersonal communication skills and ability to communicate in a professional and engaging manner.
· Excellent organizational abilities and time management skills; ability to work under pressure, meet deadlines, and prioritize.
· Proficient in Microsoft 365 (Word, PowerPoint, Outlook) and intermediate skill in Excel.
· Proficient in both MAC and Windows operating systems.
· Strong research and analytical skills with experience preparing reports of findings (spreadsheets, graphs, etc.).
· Self-motivated, and autonomous; committed to working cooperatively in a small team environment.
· Follows direction well and at the same time takes initiative.
· Solid judgment, and ability to maintain discretion in dealing with sensitive issues.
· Creative and excellent problem-solving skills.
· Proficiency in French an asset.

APPLYING TO THE ROLE

To be considered, please apply via Indeed with your resume and cover letter and responding to all required questions as part of our pre-screening process.
Application Deadline is Tuesday, August 26, 2025.
We thank all applicants for their interest in the role, however, only those selected for an interview will be contacted. If contacted for an interview, please inform us if you require accommodation in the interview process.
In the spirit of the Human Rights Code, we ask that resumes do not include personal data including, but not limited to age, health, marital and family status.
As an employer committed to the principles of employment equity, we encourage applications from all persons including Black, Indigenous and people of colour, persons with disabilities, and persons of all sexual orientations and gender identities. We are committed to providing an inclusive and barrier free experience to applicants with accessibility needs in accordance with the Ontario Human Rights Code (2015) and the Accessibility for Ontarians with Disabilities Act (AODA).
For candidates with disabilities requiring accommodation, you may contact the SEAS Manager at seas.manager@acotro.org
Job Types: Full-time, Fixed term contract
Contract length: 13 months
Pay: $50,000.00-$54,739.00 per year

Application question(s):

• Please indicate your experience working in an association or in health regulation.
• Are you bilingual in French and English?
• Please detail your experience working with Boards of Directors / Committees.
• Are you willing to work in a hybrid environment - downtown Toronto 2 days per week and remote in a home office 3 days per week?

Work Location: Hybrid remote in Toronto, ON M5J 2N8
Application deadline: 2025-08-2